Set up additional transaction settings

Before using Sage 200 you must choose your transaction settings.

Choose whether to allow additional transactional analysis. This allows you to add your own codes to transactions across the Sales Ledger, Purchase Ledger and Nominal Ledger for additional analysis. They are useful for analysing short term campaigns and projects.

Choose whether to validate your transaction dates, to prevent transactions being entered outside a specified date range.

Enter transaction settings

Open: Accounting System Manager > Settings > System Settings | Transaction settings

Open: Accounting System Manager > Settings > View System Settings | Transaction settings

Transaction analysis

• Select Allow additional transaction analysis to use transaction analysis across the Sales Ledger, Purchase Ledger and Nominal Ledger.

  This allows you to:

  • Set up your Transaction Analysis Codes.

  • Select the Allow additional transaction analysis option in the Sales Ledger, Purchase Ledger and Nominal Ledger settings.

    Once selected you can add the Transaction Analysis codes to your transactions.

• Enter the Name of analysis heading.

  This is the heading of the addition column that appears when you use Transaction Analysis Codes. It appears either as an additional column heading in a Sales Invoice or in the Invoice header section of a Free Text Invoice. You can change this as you require.

Transaction date validation

You can choose to validate the dates of your transactions as they are entered, to prevent transactions being entered outside a specified date range.

Normal, acceptable and unacceptable dates

There are three validation categories: Normal, Acceptable and Unacceptable. You can set up the criteria for each of the categories.

• Normal: A date with a Normal category is accepted by Sage 200 without any further confirmation required by you.

  For example, a transaction entered with a date of the 17th February 2022 when the system date is 22nd February 2022, and the accounting period for February 2022 is open for the transaction type.

• Acceptable: The date box will have an orange warning status, but the transaction will still be posted by Sage 200 without further confirmation.

  For example, a transaction dated 17th January 2022 when the system date is 22nd January 2022, but your company is yet to run the year end for the year ending 31st December 2021.

• Unacceptable: The date will not be accepted by Sage 200 when it falls outside the boundaries of Normal and Acceptable.

  For example, a transaction dated 17th February 2028 would not be valid when the system date is 22nd February 2022.

Choose the type of validation

Select the type of validation you require:

• No transaction date validation.

  Select this if you do not want to validate the date of transactions.

• Use calendar based validation.

  Select this to specify the number of days either side of the system date that will act as boundaries for the Normal and Acceptable categories.

  Specify the number of days in the Pre and Post boxes.

• Use accounting period based validation.

  Select this to use accounting periods as the boundaries for Normal and Acceptable categories. Choose whether the following are Normal, Acceptable or Unacceptable from the drop-down lists.

  • Previous financial years.

  • Future financial years.

    Note: If you choose Normal or Acceptable here, you cannot save a transaction with a future date if the accounting period does not exist. For example, if the end date of the last period in your Next Financial Year is 30/03/2022, you cannot save a transaction dated 05/04/2022.

  • Closed accounting periods in the current financial year.
  • Future accounting periods in the current financial year.

Accounting period validation

You may want to specify different dates for nominal payments and receipts for the same transaction. However, posting in different accounting periods can lead to the trial balance not balancing within those periods.

Choose from the following options to specify how to handle these transactions.

• Select Allowed to be able to post in different accounting periods for different sides of one transaction.

  You are presented with a warning when this is going to occur but can choose to proceed.

  The trial balance will not balance in the affected periods.

• Select Not Allowed to prevent posting in different accounting periods for different sides of one transaction.

  You cannot proceed until the transaction dates fall in the same accounting period.

• Select Allowed (as Accrual) to be able to post in different accounting periods and have both accounting periods balance.

  An accrual transaction with the opposite value of each transaction is posted in each period.

  The trial balance will balance in both accounting periods.